IMPORTANT VENDOR
INFORMATION
CASHMAN CENTER:
The Vendor Village is located at Cashman Center in Downtown Las Vegas on Las Vegas Boulevard and
Washington Avenue (850 Las Vegas Blvd. N). A map is enclosed. If you need assistance with directions, call
702-450-7662. One of the great benefits of Cashman Center is that there is more than enough bike parking.
We do realize that some people will be coming to the event without a bike or may not want to ride to Cashman,
so we will be providing shuttle service from the Golden Nugget Hotel and Casino (Fremont Street area) to
Cashman Center and back. The shuttles start 30 minutes before the Vendor Village opens and runs all day
until 30 minutes after the Vendor Village closes. The shuttle is free to vendors as long as your staff is wearing
the vendor wristband. During peak times the shuttle is heavily used, so please plan on a 15-30 minute wait.
CHECK-IN:
You can access the Vendor Village at Cashman Center from Las Vegas Blvd just off Highway 95. We ask that
all vendors enter Cashman Center from Las Vegas Boulevard and check-in with staff in Parking Lot A to
receive a set-up pass. Once parked to unload, proceed to the Event Management Office in Room 104 to
receive your Welcome Package. The package will include your vendor passes, un-loading instructions, sales
tax information, etc. In addition to all this official stuff, we want the opportunity to say hello and welcome you to
Las Vegas BikeFest®.
We will have a passenger cart to shuttle people up and down the hill during set-up. If it is too difficult for you to
walk the hill and you prefer to not wait for the passenger cart, you can park in Lot C (enter from Washington
Ave, and drive through Lot D) and walk around the front of the building skipping the hill, however to access the
Vendor Village with your vehicle you will need to proceed to the top (Lot A for entry). You will not be able to
access the Vendor Village from Lot C with your vehicle.
ELECTRICAL:
Vendors that are located outside and who purchased the “standard booth package” will receive one 500w
outlet and two spotlights for each 10’x10’. If you are located inside or have “bulk space” outside and need
electricity or lights, it will be necessary for you to order your requirements directly from our electrical contractor,
Freeman. Complete the Electrical Order form and return to Freeman. It is not necessary to order electrical if
you are located outside and have the “standard booth package” unless you have additional requirements.
IMPORTANT: The price for electrical service increases more than 50% if you wait to order on-site so be sure
to send in your order before the Advance Order deadline – September 14th.
Generators are not permitted except to open tailgates in the morning and evening. If you require electricity to
run lights, equipment, air conditioning, etc., you must order electrical service from Freeman.
FORKLIFT:
If you require the assistance of a forklift to un-load or to move your trailer, you will be required to pay a forklift
fee of $50. You can arrange for the use of the forklift on-site at the Freeman table.
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FURNITURE:
If you need to rent tables or chairs, complete the “FURNISHINGS & TENT FRONT PANEL ORDER” form.
Tables and chairs are not included in your booth cost. Tables are $15.00 each (no table cover or drape) and
chairs are $2.00 each if you order in advance (order must be received by September 7th to qualify for the
advance order price and to guarantee availability). It will cost you more if you wait to order on-site and there is
no guarantee of availability so be sure to order in advance. The furniture will not be delivered to your
booth until you check in at the Furnishings Desk located at the freight door. Once you check in there,
the staff will deliver the tables and chairs to your booth.
HOTEL:
The Golden Nugget Hotel & Casino is the Headquarter hotel for the 2012 event. Go to
www.LasVegasBikeFest.com to see more information about all of the host hotels and the link to Hotels.com
our hotel reservation partner.
No overnight sleeping is permitted in the Vendor Village or anywhere on Cashman Center property.
HOURS:
Vendor set-up/check-in hours:
Rigs and trailers will be assigned times for Wednesday morning arrival.
Assignment times will be sent in early August.
Wednesday, September 26
Thursday, September 27
12:00pm – 8:00pm
7:00am – 11:00am
All vehicles must be removed from Vendor Village by 11:00am, Thursday.
Vendor Village Open hours:
Thursday, September 27
Friday, September 28
Saturday, September 29
Sunday, September 30
12:00pm – 7:00pm
10:00am – 7:00pm
10:00am – 7:00pm
10:00am – 2:00pm
Vendor tear-down hours:
Sunday, September 30
2:30pm – 8:00pm
No merchandise or trailers will be permitted to remain in the exhibit hall or the parking lot after
8:00pm on Sunday.
The exhibit hall and the entrances into the outside Vendor Village space will open at 9:00am on Friday,
Saturday and Sunday for vendors to enter prior to the Vendor Village official opening each day. Vendors that
want access at these times in the morning will need to be wearing a Vendor wristband. We will lock the doors
to the exhibit hall and close up the fencing one hour after closing each day, 8:00pm Thursday - Saturday.
PARKING:
There will be plenty of parking available for vendors at Cashman Center. When you check-in we will give you
additional information regarding trailer and daily parking.
No overnight parking (except for trailer storage in Lot D) or sleeping is permitted in the Vendor Village or
anywhere on Cashman Center property.
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PRIZES/GIVEAWAYS:
If you would like extra exposure, donate a merchandise certificate for use in the Prize Drawings. We will
announce the donation at whichever activity the certificate is given away. We will be giving prize certificates
away at activities such as the Mr. Las Vegas BikeFest® competition, World’s Strongest Biker, Miss Las Vegas
BikeFest®, Tattoo Contest, Bikini Contest, Biker Games, and from the Village Oasis stage. Merchandise
certificates can be for specific merchandise or a specific dollar amount; however we ask that each certificate
have a minimum $50 value to the attendee. This is a great way to get people to your booth. Please complete
the enclosed form and return it by August 15th in order to be recognized in the Event Program.
PROHIBITED ITEMS:
The facility has the exclusive rights to sell food, beverages, ice and water. Other than those vendors that were
approved in advance, no vendor will be permitted to sell these items.
In addition to the sale of food, beverage and ice, the following items are prohibited from being stored, displayed
or sold in the Vendor Village. If these items are found, Event Management will ask the vendor to remove the
items immediately or the booth space will be closed.
PROHIBITED ITEMS
Glass bottles
Cans
Knives
Swords
Firearms
Fireworks
Chains over 12”
Club Banners/Flags
Pets (assistance dogs permitted)
Illegal drugs, drug paraphernalia, weapons, merchandise containing racial slurs, manufacturer or copyright
infringements, obscenities or other offensive material will not be permitted and will be subject to confiscation.
Merchandise designed to be passed off as event merchandise (use of city, date, event name, trademarks, etc.)
or which has this effect will not be permitted.
PROMOTION OPPORTUNITIES:
There are several different types of promotional opportunities available to you to help promote your company
at Las Vegas BikeFest®. Advertising space is available in the 2012 Event Program and banner placement in
the Vendor Village can be purchased. We also have a few sponsorship opportunities that are still available. If
you have any questions about Event Program Advertising contact Susan Schwartz at 702/216-5858 or
Sponsorship Opportunities, contact Rebecca Mitchell at 702-216-5851.
REGISTRATION/PASSES:
Each vendor will be provided with wristbands for the staff people working in the booth throughout the weekend.
These wristbands will give you and your staff access to the Vendor Village ($15.00 entry fee for the weekend
without wristband), the activities in the Cashman Center including Miss Las Vegas BikeFest, Mr. Las Vegas
BikeFest, etc., and the shuttle running to and from the Golden Nugget Hotel & Casino and Cashman Center.
In addition, vendors are permitted to enter a bike in the Custom Bike Show (to be held on Friday this year) and
the Baddest Bagger Bike Show (to be held on Saturday) without purchasing a registration package. There is a
max of 3 entries per company (each company can only win one award regardless of how many bikes are
entered). Pre-show registration for the Custom Bike Show and Baddest Bagger Bike Show will be available on
the event website. On-site registration will be available when you arrive for vendor move-in.
Complete registration packages are not included with the cost of the vendor space. If any staff people want to
participate in any of the other competitions, i.e., Poker Runs, Miss Las Vegas BikeFest, Bikini Contest, etc. it
will be necessary to complete the standard attendee registration form. Go to www.LasVegasBikeFest.com and
register on-line or download the registration form.
The number of wristbands provided to each vendor will be based on the size of your booth.
Wristbands can be picked-up at the Event Office at the time of check-in. See the graph below which
shows the number of wristbands that are provided.
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VENDOR WRISTBAND ALLOTMENT
BOOTH SIZE
10x10
10x20
10x30
10x40
20x20
20x30
20x40
20x50
20x60
# OF WRISTBANDS
4
6
6
8
8
8
10
10
10
BOOTH SIZE
20x70
20x80
30x30
30x40
30x50
30x60
30x70
30x80
30x90
# OF WRISTBANDS
10
10
10
10
15
15
15
15
15
SALES PERMITS:
As part of your booth space rental fee, Las Vegas BikeFest® will arrange for your Clark County Sales
Business License. All of the necessary paperwork will be provided to you at the Event Management office
when you check-in. It will be necessary for you to collect sales tax (8.10%) and turn in these funds to Event
Management at the conclusion of the event. If you are a registered business in Nevada, you must submit your
Taxpayer ID number to Event Management prior to the event. Any Nevada business without a Taxpayer ID
number is required to pay sales tax at the conclusion of the event. Any other permits that are required to sell
away from your Nevada store/shop must be obtained by you prior to the event.
Attn: Nevada Businesses – please send your Taxpayer ID Number to Jeff Pressman at
jpressman@convexx.com or by fax to 702-450-7732.
Nevada motorcycle dealers, be sure to contact the DMV for your sales/display permit.
SET-UP PROCEDURES:
See “Hours” for set-up times. Vehicles will be permitted to pull into the Vendor Village outside space as long
as space permits. However, vehicles will not be permitted to enter the exhibit hall under any condition.
Freight doors will be open into the exhibit hall and we will have carts available for vendor use. Any empty
boxes, crates, etc. will need to be removed from the exhibit hall once you have completed your set-up. There
is no storage space available for empty boxes and crates.
Complete un-loading instructions will be provided to you upon check-in. All vendors must be set-up by
12:00pm on Thursday, September 27th. Vehicle access into the Vendor Village will not be permitted after
11:00am on Thursday. All vehicles must be removed prior to that time.
SHIPPING TO THE EVENT:
Vendors can ship product, prepaid, to the event to arrive no earlier than Tuesday, Sept. 25. The cost is $50 for
10 boxes or less, $100 for more than 10 boxes paid at time of pick up. Crates will not be accepted and there is
no forklift service available. Shipments should be addressed to the attention of Las Vegas BikeFest Event
Office – Room 104, Cashman Center, 850 Las Vegas Blvd. North, Las Vegas, NV 89101. Drivers will need to
provide their own pallet jack to unload.
You can also have your product shipped to your hotel (fees may apply) or the UPS Store. The nearest UPS
Store to Cashman Center is: The UPS Store, 840 S. Rancho Dr., Las Vegas, NV 89106, 702-870-7260
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STAKING (TENTS):
Bulk space vendors will not be provided with tents/canopies by Las Vegas BikeFest®. If you have your own
tents or awnings, you will not be permitted to stake into the ground. The facility requires for liability reasons
that all staking be handled by the official tent company, Source One Events. Go to the Source One Events
table onsite to arrange for this service. All charges are the vendor’s responsibility. Cost is $10 per stake.
TELEPHONE SERVICE:
Telephone service may be ordered from SmartCity. The order form is enclosed. A single line without the
telephone instrument (must dial 9 to access line so pre-program your credit card machines) is $175 if your
booth is located inside and you order before September 3rd. If your booth is located outside, there is an
additional $100 distance fee. Be sure to make all telephone line orders prior to September 3rd or you will pay
much higher fees.
TENT FRONT PANELS:
The tents provided with the “standard booth package” outside will not include the front panel for closing up at
night. The parking lot is fenced along the perimeter and security will be roving during closed hours. However,
if you prefer to close up your booth space and you do not have your own tarp, it will be necessary for you to
rent the front panel. The panels are rented in ten (10) foot increments. Complete and return the
“FURNISHINGS & TENT FRONT PANEL ORDER” form. Each panel is $30 if ordered in advance. On-site
orders are based on availability and will cost $40 each.
TENTS/EZ-UPS/FIRE & SAFETY:
If you set up your own tent outside, 10’x20’ or larger with side walls or 20’x20’ or larger with no side walls, you
are required to acquire a fire permit from Clark County. A permit is required for truck/trailer awnings more than
400 feet.
If you utilize our tents, no permit is necessary as permits will be paid for by LVBF as part of your vendor fee.
Representatives from the Las Vegas Fire Department will also be on-site at the event to confirm that tents and
awnings are in good condition and fire retardant. Please be aware that should the Las Vegas Fire Department
deem your tent to be a hazard, you will be required to remove your tent and should you request one of our
tents, you will need to pay the standard rate for such tent. You may also need to provide a fire extinguisher or
rent one from Source One Events.
Halogen light bulbs that are exposed are not permitted inside the exhibit hall and all extension cords must be
three-prong and grounded. Halogen bulbs must be self-shielded and not exceed 75watts to be permitted.
TRAILERS:
If you will have a trailer of any size that will be on display in your booth space it will be necessary for you to
arrive on Wednesday, September 26th at an assigned time. You will receive communication from us with an
exact assignment time for your arrival. All trailers must arrive per a specific schedule that is developed based
on location in order to have access to each booth space. The assignment times will be sent in early August to
all vendors who have indicated that they have a trailer in their display. You do not need an assigned time if the
trailer is not remaining in your booth space.
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